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(Hybrid) Program Assistant II - Department of Sociology & Anthropology, Eberly College of Arts and S

West Virginia University Research Corporation Human Resources
Westover, West Virginia
Closing date
Feb 17, 2023

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Position Type
Full Time
Science and Technology Studies
Organization Type
The department of Sociology and Anthropology in the Eberly College of Arts and Sciences at West Virginia University is currently accepting applications for a Program Assistant II.

About the Opportunity

The Program Assistant II provides administrative assistance to the department chair, faculty and administrative assistant, and supports the academic efforts of the Department of Sociology and Anthropology in the Eberly College of Arts and Sciences (ECAS).

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:
  • 13 paid holidays (staff holiday calendar)
  • 15 annual leave (vacation) days per year
  • 18 sick days per year, and the flexibility to use that time to care for immediate family members
  • WVU offers a range of health insurance and other benefits
  • 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
  • Wellness programs

What You'll Do

Graduate Program
  • Provides academic and administrative support to Department Director of Graduate Studies (DGS) through completion of the following tasks:
  • Maintain and update student handbook, as directed.
  • Update department graduate program website (with assistance from Eberly College and WVU technologists).
  • Assist with assuring application information complete by reviewing files and request additional information, as needed.
  • Prepare decision forms for the Office of Admissions and ECAS graduate studies office.
  • Notify applicants of application decisions - departmental program acceptance letters (without funding), assistantship contract letters (with funding) and non-acceptance letters.
  • Serve as department representative to the ECAS graduate studies office and WVU Office of Admissions.
  • Help organize the new student orientation session prior to each fall semester, as directed.
  • Enter notes and exceptions, force completion, substitutions, and certification for graduation into the electronic academic student filing system (DegreeWorks), upon request.
  • Provide graduate students with priority registration information and program changes through e-mail, department web page and social media.
  • Assist with tracking registration, GPA, and student progress, including provisional students, through multiple advising systems, as needed.
  • Process tuition waivers (for assistantships and merit) for each semester (Fall, Spring, Summer).
  • Assist DGS and Associate Chair with distribution of GTA assignment notification and evaluations.
  • Remind students and faculty about pending deadlines and expectations related to theses/dissertation program completion, including defense deadlines and EDT deadlines, etc.
  • Schedule theses/dissertation defenses (in Knapp Hall locations or through 25Live).
  • Assist with processing students for graduation by helping with review of academic performance, verifying eligibility for graduation, collecting and submitting all necessary forms to ECAS graduate studies office and filing same in department online student records; ensure adherence to strict college and university deadlines.
  • Organize and assist with graduate program recruitment activities through mailings, e-mail and occasional attendance. Note: some activities may require minimal travel or work hours beyond the standard 37.5 hour week.
  • Provide information regarding graduate program to potential students by responding to inquiries, answering questions by phone, email and in person, or mailing information, as requested.
  • Answer inquiries regarding graduate program policies and procedures, including requirements, course registration, graduation and other information in accordance with university, college and department policies.

Departmental Administrative Support
  • Provides administrative support to the Department chair, faculty and staff within the department's main office:
  • Assist faculty with administrative and academic needs including, but not limited to exam preparation, photocopying, correspondence, reports, information searches, proofreading, etc. as needed, and review work for correctness and quality, and assure timeliness.
  • Provide administrative assistance to department chair, including, but not limited to, correspondence; reports; information searches and information management; scheduling faculty, visiting committee and other meetings; assisting with organizing and preparing information for meetings; calendar management; communication; special projects; and additional tasks as needed.
  • Check department e-mail multiple times daily and execute e-mail requests or direct same to proper personnel, and check department voicemail daily, as needed, and respond to or forward messages appropriately.
  • Update department web page and serve as liaison to ECAS web developer to assure compliance with university expectations.
  • Work with faculty, staff and students on coordination of department social media by assisting with preparation of short write-ups about new courses, faculty and student accomplishments, and other department-related news for Department social media outlets, website, through e-mail and hardcopy, as needed and provide information to Eberly College media personnel or other appropriate units.
  • Assist with planning and coordination of department-sponsored events, including, but not limited to Department committee meetings, visiting committee meetings, guest lectures, student presentations, workshops, graduation activities, alumni events, etc., as directed; work directly with department chair, associate chair and appropriate faculty/committees and staff to make plans for and develop budgets for departmental events; note: some events may require minimal travel or work hours beyond the standard 37.5 hour week.
  • Arrange guest travel for events, as needed, including airfare, other transportation, hotel reservations, etc. through WVU MyTravel program, and assist administrative assistant with processing service agreements (including vendor invoices and vendor registration requests), as needed for guest speakers; process procurement-related receipts through MyExpenses program.
  • Prepare advertising or post advertising prepared by others via website, social media, posting hard copy or e-mail; send out invitations through e-mail or hard copy, create online poll for RSVPs and/or create database to manage RSVPs; make room or venue reservations (through use of 25Live scheduling program, direct contact with other WVU units such as Mountainlair Reservations or Alumni Center or contacting outside vendors); schedule catering, and arrange technology, as needed, and process payments.
  • Use WVU 25Live software to reserve appropriate spaces for meetings, student presentations, etc., as requested.
  • greet and assist students, faculty, and vendors, etc. in the main office and answer telephone calls, providing appropriate answers and information in accordance with WVU policies and procedures and/or directing calls to the proper personnel and/or taking messages for proper personnel, when necessary.

Pay Grade: 13
  • Associate's Degree required. Bachelor's degree preferred.
  • A minimum of two (2) years of administrative office experience.
  • Desktop computer support, event planning, and website editing experience preferred.
  • Demonstrated knowledge of correct English grammar, spelling, punctuation and sentence structure.
  • Demonstrated excellent writing skills.
  • Demonstrated knowledge of general office procedures and practices, including Microsoft Office programs.
  • Demonstrated knowledge of or ability to learn web development software and maintain websites.
  • Demonstrated knowledge of or ability to learn creative software, such as InDesign.
  • Demonstrated knowledge of or ability to learn WVU policies, procedures and programs.
  • Demonstrated excellent communication skills both in person and in writing.
  • Demonstrated knowledge of or ability to learn minor desktop computer assessment.
  • Use personal computer and other standard office equipment.
  • Ability to multitask, work independently, and prioritize work according to department needs and requirements in a clear, concise and timely manner.
  • Ability to set-up and organize filing systems and databases and maintain accurate records.
  • Ability to meet department operational office hours with minimal travel and weekend/evening hours.
  • Ability to maintain confidentiality.

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